Student Organizations

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Tennessee Board of Regents policy, applicable to all institutions in the State University and Community College System of Tennessee, provides minimum standards for the registration and conduct of student organizations. Northeast State Community College is authorized to establish additional policies and procedures affecting student organizations that are consistent with the provisions of this policy.

Student organizations may be either organizations sponsored by the College, such as student government associations, associated student body organizations, and professional and honor societies, or organizations officially registered by the College. Organizations that may be registered to operate on campus include the following:

1. Honors and leadership organizations and recognition societies;
2. Departmental organizations and professional fraternities and sororities;
3. Social fraternities and sororities; and
4. Special interest groups (political, religious, athletic, etc.).

Registration of a student organization by Northeast State shall neither constitute nor be construed as approval or endorsement by the College of the purposes or objectives of the organization.

1. Student organizations may not conduct activities at any College facility unless the organization has been officially registered by the institution.
2. The College shall not be responsible for injuries or damages to persons or property resulting from activities of student organizations or for any debts or liabilities incurred by such organizations.
3. Student organizations shall not deny membership to any person on the basis of age, race, color, sex, religion, disability, national origin, disability, sexual orientation, identity/expression, genetic information or veteran status provided that social fraternities and sororities may have sex restricted membership, subject to the following exceptions:
   1. No TBR Institution that grants recognition to any student organization shall discriminate against or deny recognition to a student organization, or deny to a student organization access to programs, funding, or facilities otherwise available to another student organization, on the basis of:
      1. The religious content of the organization’s speech including, but not limited to, worship; or
      2. The organization’s exercise of its rights pursuant to 03:06:01 subparagraph (3b) below.
   2. A religious student organization may determine that the organization’s religious mission requires that only persons professing the faith of the group and comporting themselves in conformity with it qualify to serve as members of leaders.
4. Student organizations shall not engage in or condone any form of hazing. Hazing includes, but not limited to:
   1. Any action taken, or situation created intentionally, to produce mental or physical discomfort, embarrassment, or ridicule;
   2. Any form of verbal or physical harassment or abuse;
   3. Engaging in public stunts, morally degrading or humiliating behavior or grams, whether on or off campus;
   4. Excessive demands on a student’s time so as to interfere with academic performance are prohibited;
   5. Threatening in any manner or form for the purpose of cajoling individuals into secrecy in regard to breaches (planned, threatened, attempted, or perpetrated) of hazing violations also is prohibited; and
   6. Hazing activity, which is in violation of any other institution regulation such as the misuse of alcohol, drugs, institution property, etc., is strictly forbidden.
5. Student organizations shall be vicariously responsible and liable for the conduct and actions of each member of the organization while acting in the capacity of a member or while attending or participating in any activity of the organization.
6. No person, group, or organization may use the name of the College in any manner, provided that registered student organizations may use the name of the College following the name of the organization.
7. No person, group, or organization may use the seal or any symbol of the College without the prior written approval of the President or his or her designee.
8. No person, group, or organization may use the College’s name to imply institutional sanctioning of the organization’s specific activities.

1. Any proposed student organization shall be open to all students of the College who otherwise meet membership requirements.
2. Membership in the organization shall be limited to currently enrolled students, provided that organizations may include faculty and staff of the College and/or spouses of students, faculty, and staff, and provided further that professional organizations may include members of the professional and business communities as members.
3. A proposed organization must represent the interests of the members, and the control of the organization must be within the local campus group.
4. The organization must not have a knowing affiliation with an organization possessing illegal aims and goals, with a specific purpose to further those illegal aims and goals.
5. The proposed organization must agree to comply with all policies, regulations and procedures established by the Tennessee Board of Regents and the College and with all federal and state laws and regulations.
6. The proposed organization must not: 
   1. Have illegal aims and goals;
   2. Propose activities which would violate regulations of the Board or the College, or federal or state laws and regulations, or materially and substantially disrupt the work and discipline of the College; or
   3. Advocate incitement of imminent lawless action, which is likely to produce such action.
7. The proposed organization must have the minimum number of 10 charter members as designated by the College and there must be a demonstration of continuous interest in the purposes of the organization sufficient to afford registration on a long-term basis. In the event there is not sufficient interest to warrant long-term registration, the College may grant temporary registration to an organization for a limited period of time. New organizations may be denied registration where the purposes are within the scope of a currently registered organization.
8. No organization may use the same name or a name, which is misleading and similar to the name of a currently registered organization.
9. The organization must provide for the distribution of all funds and assets in the event of dissolution.

In order to become registered as a student organization, a group must meet the criteria set forth 03:06:00 above and must provide to the College a minimum of the following:

1. An application or request to establish the organization on the form designated by the College.
2. The proposed constitution and bylaws of the organization, which must clearly contain the following:
   1. The name, purpose, proposed activities, and rules of membership of the organization; the officers, their terms and methods of selection; the proposed nature and frequency of meetings and activities; and the financial plans of the organization, including any proposed fees, dues, and assessments.
   2. The names and signatures of the charter members of the organization.
   3. The names of the faculty advisor and/or the administrative officers of the College who will sponsor the organization.
   4. A statement of assurance of compliance by the organization that it will comply with all rules and regulations, policies, and procedures of the Tennessee Board of Regents and the College and with all federal and state laws and regulations.
3. The application, proposed constitution, and other required documents must be submitted to the Office of Leadership Programs.
4. Recommendation regarding registration of a proposed organization will be forwarded to the Vice President for Student Affairs, the Vice President for Academic Affairs, and the President of the College for approval.
5. The Vice President for Student Affairs may require the sponsors to clarify any materials or information provided in the registration process, to resubmit the application or appear with non-conforming materials or provisions deleted, or to appear at a hearing for the purpose of obtaining additional information and testimony concerning the purposes, aims, or proposed activities of the organization. 

1. Registration of a student organization for other than a temporary period will be on an annual basis only, effective until the beginning of the next fall term of the College, and shall be subject to annual renewal by the College for each ensuring year.
2. Annual renewal of registration of an organization shall be dependent upon the organization’s demonstration of the following:
   1. It must adhere to the purposes, aims, and activities as stated in the approved constitution and bylaws.
   2. It must continue to meet all the requirements for initial registration.
   3. It must have remained in compliance with all rules and regulations of the College, the Tennessee Board of Regents, and all federal and state laws.
   4. It must submit all changes in the constitution and bylaws to the College for approval.
   5. It must maintain a current list of officers, faculty advisors, and sponsors on file with the Office of Leadership Programs.
   6. It must have submitted all required financial and other reports to the College through the Office of Leadership Programs.

1. The College requires all organizations to submit an annual report concerning its programs and activities during the preceding year to the Office of Leadership Programs. This report is reviewed by the College and is a requirement for renewal of registration.  
2. The College requires all organizations to submit an annual financial report reflecting all revenues received and disbursed by the organization. Interim financial reports or such reports concerning any fund-raising activity of the organization may be requested at any time. This report is a requirement for renewal of registration.

1. Any organization may be placed on probation, be suspended, or have its registration withdrawn by the College for any of the following reasons:
   
   1. The organization fails to maintain compliance with the initial requirements for registration.
   2. The organization ceases to operate as an active organization.
   3. The organization requests withdrawal of registration.
   4. The organization operates or engages in any activity in violation of rules and regulations of the College, the Tennessee Board of Regents or federal or state laws.
   5. The organization fails to submit any required reports.
   6. The organization’s advisor(s) must attend annual training in order to remain in good standing.
2. An organization, which is placed on probation, may continue to hold meetings but may not sponsor any activity or program.
3. An organization, which is placed under suspension, may not engage in or sponsor any activity or program, and may not hold meetings.
4. Where registration of an organization is withdrawn, it shall cease to exist as an organization.
5. In the event an organization is placed on probation, is suspended, or has its registration withdrawn on the basis of 03:06:06 subparagraph (1d) above, the organization shall be afforded the opportunity for a hearing before the Vice President for Student Affairs.

No student who is under academic or social suspension from the College shall be eligible to become or maintain the status of an officer of an organization.

1. Each organization shall maintain a sound financial system related to the collection and disbursement of revenues in accordance with generally accepted accounting principles. An organization may be subject to audit by representatives of the College at any time, and appropriate financial records shall be maintained for the purposes of audit.
2. Each organization shall designate an officer of the organization who is responsible for the collection and disbursement of funds and the maintenance of books and records.
3. The organization must provide for the distribution of all funds and assets in the event of dissolution or withdrawal of registration by the College.
4. Registered student organizations at Northeast State must adhere to the financial procedures for student organizations as described in the College’s financial procedures for clubs and organizations below:
   1. Club Accounts. Registered organizations may request the establishment of a club account with the College. An account number must be assigned. The Business Manager assigns this number when a Request for Student Organization Club Account Number and Signature Release for Funds form is completed and forwarded with the approval of the Director of Leadership Programs.
      1. Two signatures are required for all club accounts. One signature must be the organization’s official advisor and one must be the organization’s designated officer who is responsible for the collection and disbursement of funds.
      2. Signatory information must be updated each academic year and/or as necessary when there is a change in advisor or officer status.
   2. Deposits. Once a club account number is assigned, organizational funds may be deposited at the Business Office using the Student Organization Revenue Report form.
      1. The Business Office will provide receipts to the organization. Receipt slips and related financial documentation must be maintained by the organization’s designated officer who is responsible for the collection and disbursement of funds.
      2. Revenue generated from fund-raising activities by the organization must be promptly deposited prior to the close of the next business day. These funds may not be used to pay organizational expenditures directly.
   3. Withdrawals. Organizations may withdrawal funds using the Request for Funds or Payment from Student Organization Club Accounts form.
      1. All requests to withdraw funds must have two signatures: the organization’s official adviser and the organization’s designated officer who is responsible for the collection and disbursement of funds. Accounts Payable will verify the signatures against the current signature release form submitted for that club account.
      2. A request for funds or payment must be submitted to Accounts Payable on or before 2:00 p.m. on a Monday or Wednesday. Checks will be printed and available for the organization’s advisor to pick up on a Tuesday or Thursday. The organization’s advisor must sign for the check(s).
      3. Checks will be issued only if there are sufficient funds in the club account to cover the requested amount.
      4. Checks may be mailed directly to vendors if all required vendor information is supplied to Accounts Payable per the College’s purchasing guidelines. A vendor invoice or order form must be attached to the request for funds or payment.
      5. Original receipts must be submitted to Accounts Payable to document how the funds were expended. Copies of all receipts and related financial documentation must be maintained by the organization’s designated officer who is responsible for the collection and disbursement of funds.
   4. Petty Cash. If the request to withdraw funds is for the purpose of obtaining petty cash for a fundraiser or for needed supplies, the check will be made payable to the organization and not to an individual advisor, officer, or member. Petty cash funds must be re-deposited into the club account within five (5) business days or original receipts must be furnished to indicate how the funds were expended.
   5. Reimbursements. Reimbursement of funds to an individual advisor, officer, or member of a registered student organization is permitted with the submission of original receipts to indicate how the funds were expended. Requests for reimbursements must follow the procedures set forth in Section 03:06:08 subparagraph (4c) above. Individuals requesting reimbursements from club accounts cannot be one of the signatories on the Request for Funds or Payment from Student Organization Club Accounts form for that specific request.

1. The use of any campus property or buildings by an organization shall be subject to the rules and regulations of the TBR and Northeast State Community College concerning use of property and facilities.
2. All organizations registered pursuant to this policy shall be “affiliated organizations” for the purposes of any TBR or College policies concerning use of campus property and facilities.
3. Except for routine meetings of the organization, no on-campus program or activity shall be engaged in unless approved by the designated bodies and/or officials of the College, and the College may require prior approval for off-campus programs and activities.
4. Prior to approval, the College may require a specified number of officials or security officers for any event, activity or program. Requests for activities should be submitted on the Campus Organization Request for Special Activity form available in the Student Life offices. Northeast State is in the process of moving these requests to an online format.
5. Any fund-raising activity on campus shall be for the benefit of the organization as a whole or a charity. Funds shall not be distributed to the officers or members for personal profit or gain. Fund-raising activities must be approved in advance. Student organizations desiring to conduct fund-raising activities must initiate a request to raise funds through the Office of Leadership Programs.
6. No guest speakers shall be invited to the campus except pursuant to policies of the Tennessee Board of Regents and the College.

(Types of Student Organizations: TBR Policy 3-01-01-00.)

1. An advisor should have a working knowledge of the Northeast State policies and procedures and TBR Policy No. 3:01:01:00 on student organizations. As part of the advisor’s duties, he or she should have a clear understanding of the roles of the Department of Student Life and the Office of Leadership Programs at Northeast State in coordinating the student organization’s programming and activities.
2. In carrying out the role of advisor, he or she should have an interest in the student organization for which he or she is an advisor. The advisor should also have an interest in the growth and development of the organization within the structure of the College and within the international and national structure of the organization. The advisor’s interest should be as a result of previous or current membership in the specified organization, or as a result of a professional relationship with or interest in the specified organization’s subject matter or pursuit or through a desire to take part in the growth and development of a specified organization.
3. An advisor should be committed to serving the needs of an organization and its members by but not limited to the following:
   1. Attending all formal functions staged or held by the organization;
   2. Developing a rapport with the membership of the organization, especially the officers;
   3. Keeping abreast of current developments in the particular areas served by the organization;
   4. Developing a working relationship with national, state, and/or regional officers of the organization (if applicable); and
   5. Working with College officials to inform the organization of TBR and Northeast State policies, procedures, and decisions that affect the functioning of the organization.
4. An advisor should acquire a working knowledge of TBR policies and guidelines as they relate to fund-raising, fund accounting, and fund disbursement as outlined in TBR and Northeast State business policies and guidelines. The advisor should then assist with the financial duties associated with the organization by counseling and assisting officers, by reviewing financial statements and accounts, and by assisting with Northeast State procedures designed to safeguard funds.
5. An advisor should have a reasonable knowledge of current applicable standards in the area of student organizations in higher education and liability issues. An advisor should consult with the Director of Leadership Programs, the Dean of Student Development, the Vice President for Student Affairs, and designated legal officials concerning applicable standards.
6. An advisor should attempt to assist in the planning of all social and formal functions, whether on or off- campus; the advisor shall routinely appear at planned social functions. Advisors should, in aiding the organization in planning events, maintain consistency with all Northeast State and TBR policies and guidelines such as but not limited to TBR Policy No. 1:03:02:50 on Access and Use of Campus Property and Facilities and Northeast State’s policy on Student Use of Campus Property and Facilities (03:09:00).
7. An advisor should encourage the development of initiative and leadership within the specified organization, should assist the officials of the College in identifying potential officers and leaders within the organization, and should serve as a resource person for the organization in leadership areas. 

Northeast State shall provide support and assistance to advisors of student organizations through the development and implementation of certain activities and programs related to a successful, system-wide approach. These actions are to include but not be limited to the following:

1. Offer rewards and incentives to advisors and offer formal recognition for diligence and excellence in the area of advising which may include but not be limited to such items as cash awards, public announcements, media coverage, evaluation reports, reduction in workload, etc.
2. Develop a well-rounded program designed to train and assist advisors; key components of the training program shall include:
   1. A handbook that details current responsibilities, duties, resources, funding guidelines, key staff members, and a contact list of College officials in case of emergencies, etc.;
   2. One or more in-service programs designed to provide training and learning opportunities for advisors; and
   3. Periodic bulletins or correspondence designed to keep advisors up-to-date regarding new developments, policies, or procedures that affect the organization as set forth by the College and the TBR.

(Student Advisor Guideline: TBR Guideline S-030.)